Administrative Assistant - ELRC 18

PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers. SERVICE AREA: Child Development & Family Services PROGRAM: Early Learning Resource Center (ELRC) 18 JOB OVERVIEW: The Early Learning Resource Center (ELRC) Administrative Assistant is responsible for providing administrative support for essential functions of the ELRC. This position is responsible for assigned activities to ensure accessibility of services through consistently responsive and flexible office, email, phone, and fax points of contact. The Administrative Assistant supports the ELRC Management Team in creating and maintaining systems for files and documentation, systems for effective use of technology and equipment, and systems for escalating client and staff needs appropriately. This position reports to the ELRC Director and primarily operates out of the Early Learning Resource Center office. RESPONSIBILITIES: Serve as the key ELRC administration contact regarding outcomes and trends of communication and report data to ELRC Management, including reporting returned mail, returned emails, and disconnected telephone numbers. Implement systems to communicate with the Provider Services Team, Family Services Team, and Quality Team and ensure timely and accurate responses to provider and family outreach received centrally (ex. regarding the status of new CCW enrollments, eligibility, invoices, grant requests, documentation review, etc.). Forward daily contacts to appropriate staff across teams based on established roles. Maintain internal filing system for essential ELRC functions, including establishing and maintaining a consistent naming and filing convention for ELRC files. Regularly update PELICAN and required ELRC data collection systems with family and/or provider contact information appropriately. Support the ELRC Director in ordering and replenishing essential equipment and technology for all staff (phone, laptop, hotspot, electronic file access, communication system access, etc.). Order and organize office supplies and assist in reconciliation. Organize/fix electronic case files when necessary. Escalate staff equipment needs timely and track resolution. Assist ELRC teams with daily tasks as requested. Assist all senior ELRC staff when necessary. Assist in preparing for meetings, including scheduling conference rooms and event sites when necessary, creating and organizing calendar invites for meeting personnel when necessary, and tracking attendance and completion of planning logistics. Maintain a working knowledge of Keystone STARS and Child Care Works, responding to routine questions and requests for information in a timely fashion and directing more in-depth inquiries to other parties as appropriate. Perform in coordination and cooperation with other PHMC Central Services staff. Complete ongoing required and growth professional development to remain current on ELRC policies and procedures, to understand the scope of resources available to regional families, and to develop internal and external collaboration to promote access to the full scope of resources. Develop reports as necessary. Perform additional duties as assigned. SKILLS: Ability to provide all types of administrative support to staff on a daily basis Ability to operate a personal computer including word processing, spreadsheets, PowerPoint, and other applications Ability to perform all required functions and responsibilities accurately, completely, and in a timely fashion Ability to maintain complete, accurate, and accessible files and records Ability to effectively function as a member of a team effort Ability to communicate effectively and work productively with employees, practitioners, and others in a positive, pleasant, professional, and productive manner in writing, by telephone, online, and in person EDUCATION: High school diploma or equivalent required Post-secondary training in business and office practices preferred EXPERIENCE: Two to three years of experience working in an office setting, or any equivalent combination of acceptable training, education, and experience PAY GRADE: 15 PHMC is an Equal Opportunity and E-Verify Employer. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)